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Import Sales Orders

Use this preprocessor to load sales orders from an ASCII file into Costpoint. 

After you successfully import the sales order information, you can use the data to print sales acknowledgments, issue and ship material, print packing slips and DD250 forms, invoice customers, and post sales entries to the general ledger. Use the Manage Sales Orders screen to view the sales orders loaded by this preprocessor.

Warning: Only one user can run this application at a time.

When you run this process, Costpoint validates all company-related data based on the company associated with your user ID. Each new sales order record is saved with your company ID. Therefore, you can process files for only one company at a time (the company associated with your user ID).

Use the MRP Part Net Change flag (or the Allow Net Change MRP check box in the MRP Corporate Settings group box on the Configure Materials Requirements Planning Settings screen) for parts that are planned by materials requirements planning (MRP). The net change status of a part and its components changes from N to Y on a sales order line that has an Inv Line Type and additions, changes, or deletions that affect reservations. If you change the part, the net change flag updates for both the original and new part.

The inventory sales order lines use Consume Forecast when the Master Production Scheduling (MPS) module is used to load sales forecasts. If you select the Consume Forecast check box (or if it is selected based on settings on the Configure Master Production Scheduling Settings screen), the application attempts to consume any open sales forecast quantities based on the sales order line's part, inventory abbreviation, ship by date, and warehouse (if warehouses are planned separately for MRP/MPS). The application uses the SO line's MPS Planning Part on the Manage Item Billings screen and the selections on the Configure Master Production Scheduling Settings screen to determine which forecasts to consume. If Costpoint finds matching open sales forecasts, or if you do not select Consume Forecast flag, forecast records remain unmodified.

You can only update an existing sales order if the status is Pending or Rejected, when sales order approvals are required.

Optional input file fields in the header and line records support the functionality to create text files that may be submitted to the Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) and uploaded by the government into their payment system. iRAPT is a Department of Defense (DoD)-wide electronic system designed to eliminate paper from the receipts and acceptance process of the DoD contracting life cycle. The goal is to enable authorized defense contractors and DoD personnel to generate, capture, and process receipt and payment-related documentation via interactive Web-based applications.

In the header record, the iRAPT-related fields are:

  • Prime Contractor CAGE: This is the Commercial and Government Entity code of the prime contractor specified in the contract. If not in the input file, this defaults from Sales Order Pricing Project/Catalog, if available.
  • Inspect By DoDAAC, Local Processing Office DoDAAC, 3rd Party - Other DoDAAC: This is the Department of Defense Activity Address Codes responsible for inspecting materials and processing invoices. If not in the input file, these default from Sales Order Customer or Sales Order Pricing Project/ Catalog, if available.
  • Inspection Point, Acceptance Point, FOB: This indicate whether inspections and acceptance are done at the source or destination. If not in the input file, these default from Sales Order Customer, if available.
  • Alternate Release Procedure, Certificate of Conformance, Construction Certificate
  • Enable SO Invoices for iRAPT: Only invoices for sales orders that have this check box selected (on the iRAPT tab on the Manage Sales Orders screen) are eligible for iRAPT submission through the Create iRAPT Files screen. The initial value corresponds to a similar flag for the customer associated with the sales order; you can still edit it for the specific sales order.

    In the line record, the iRAPT-related fields are:

  • GFE: This field indicates whether the line item is Government Furnished Equipment.
  • SDN: This is the Standard Document Number, which is a numbering system prescribed for all financial-related documents prepared that are not PIIN/SPIN, MILSTRIP/MILSTRAP or TCN.
  • Product Service Type: This qualifies the entry in the SO line NSN column.
  • UID Required: This indicates whether the line item requires a Unique Item Identifier, per the requirements established.
Note: There are two ways to work with input files in Costpoint

You can access the input file from the network by using Alternate File Locations.

You can upload the input file to the Costpoint database; in which case, no further access to network folders is necessary.

If you decide to use the first option, click in the File Location field to select an alternate file location. If you choose the second option, leave the File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.

Files Necessary to Run the Preprocessor

The following custom files and stored procedures files must be accessible to run the Sales Order Preprocessor:

  • AOPSOPP.EXE: Sales Order Preprocessor application executable file
  • AOPSOPP.MSS: MS SQL Server stored procedure for the Sales Order Preprocessor
  • AOPSOPP.ORA: Oracle stored procedure for the Sales Order Preprocessor
  • AOPSOPP.QRP: Sales Order Preprocessor Report Template

Costpoint Data Setup

Before you can execute the preprocessor, you must establish the required data tables and system controls. Likewise, you should set up optional tables containing default data. Please refer to Processing Details for an outline of required and optional Costpoint tables and columns that are affected by this preprocessor. Refer to the online help for Sales Order Entry and/or contact your Deltek Representative for assistance before running this preprocessor.

Input File Excel Template

Go to the Developer Resources page of the Costpoint Information Center to download the Excel template file specifically designed for this preprocessor. Templates for other Costpoint preprocessors are also available at the same location.